Republic of the Philippines

Provincial Government of Pampanga

Diosdado P. Macapagal Memorial Hospital
Jose Abad Santos Avenue, San Matias, Guagua, Pampanga
Phone: 0459004672, 0459002586, 0459000172
Philhealth Accredited


September 22, 2014


To: EDDIE G. PONIO, MD, FICS, CESE
Provincial Health Administrator I
Hospital Administrator


PROPOSED DEFECTIVE SUPPLY RETURN PROTOCOL

A return-policy protocol must be observed in monitoring the quality control of the
supplies dispensed by the Pharmacy Department and in preventing incidence of
defective supplies or equipment. Moreover, this will also aid to assure that our patients
are given quality-based medical supplies during their hospitalization.

Written policy regarding documentation of the defective materials and the
process of returning has not been formulated yet. Currently, the observed practice when
returning a defective supply is through note takings of the complainant in the
prescription pad. The pharmacist will then replace the said defective supply and inform
the supplier/manufacturer. It is necessary that the suppliers be aware of the type of
defect for their quality assurance purposes. The following are the proposed guidelines in
the flow of defective medical supplies:

PROCESS OF
RETURN
DESCRIPTION
1. Reporting of
Defective
Supplies

The complainant will inform the pharmacy department for
any defective supply dispensed. The said item must be
secured for counter-checking purposes. The item must be
free from blood stains or body fluids.

2. Assessment
and Inspection

The complainant and the pharmacist will assess and inspect
the defective item.

3. Replacement

The pharmacist will replace the defective item. The
replacement item must be first assessed and inspected prior
dispensing for any defects with the complainant and the
pharmacist.

Republic of the Philippines
Provincial Government of Pampanga
Diosdado P. Macapagal Memorial Hospital
Jose Abad Santos Avenue, San Matias, Guagua, Pampanga
Phone: 0459004672, 0459002586, 0459000172
Philhealth Accredited
4. Documentation

The Pharmaceutical Supplies Quality Control Form will be
utilized with their corresponding signatures for
documentation purposes. The pharmacist will be the one to
file these documents.

5. Inform Supplier

The supplier will be informed of such defects. If possible, the
defective item must be handed over to the suppliers for
quality checking and troubleshooting.


Counter-checking will be utilized by the chief pharmacists and the suppliers
through proper documentation so that quality control can be observed. If possible,
monthly or quarterly reports will be done to assess the quality control of the products of
the suppliers.

Note: If there is an increased incidence of defective supplies and is not been addressed
promptly by the suppliers, it is advised to change brands with quality assurance.


Prepared by:


Arnold L. De Guzman Jr., RN
Member: Quality Assurance Committee



cc: KAREN ANNE S. GARCIA, RPH
Pharmacist I
OIC- Chief Pharmacist

Republic of the Philippines
Provincial Government of Pampanga
Diosdado P. Macapagal Memorial Hospital
Jose Abad Santos Avenue, San Matias, Guagua, Pampanga
Phone: 0459004672, 0459002586, 0459000172
Philhealth Accredited


PHARMACEUTICAL SUPPLIES QUALITY CONTROL

Date &
Time
Supply /
Equipment
Brand /
Manufacturer
Lot # /
Expiration
Date
Primary Complaint /
Description
REMARKS

__ / __ / __

__ : __ am
pm
IVG
IV tubing
BT set
Nasal Cannula
Neb Kit
Others:
_____________
Expired
Packaging
Leaking
No ports
Others:
______________


Complainant:
Patient
Relative: relationship to patient ____________
Medical Personnel:
o Doctor
o Nurse

SIGNATURE: ____________________________


Date &
Time
Supply /
Equipment
Brand /
Manufacturer
Lot # /
Expiration
Date
Primary Complaint /
Description
REMARKS

__ / __ / __

__ : __ am
pm
IVG
IV tubing
BT set
Nasal Cannula
Neb Kit
Others:
_____________
Expired
Packaging
Leaking
No ports
Others:
______________


Complainant:
Patient
Relative: relationship to patient ____________
Medical Personnel:
o Doctor
o Nurse

SIGNATURE: ____________________________
FOR PHARMACY USE:
Received by: ____________________
Date: __________________________
Action Taken: ___________________
FOR PHARMACY USE:
Received by: ____________________
Date: __________________________
Action Taken: ___________________